View or Change Invoice Status

This activity is only applicable if the Credit Note, Demurrage Invoice, Freight Commission Invoice, Freight Demurrage Commission Invoice, Freight Demurrage Invoice, Freight Invoice, Purchase Credit Note, Purchase Invoice, Sales Invoice, Service Demurrage Invoice or Service Invoice status definition has been configured. See Status Definitions.

Security Note: Assuming you can view the invoice, no specific security right is required to view its status history. To change the status, you need the following security rights:

  • Allow invoice maintenance in the Contracts domain security rights group
  • The specific invoice status transition as an allowed status transition

Status link configuration may require that only different users can change consecutive statuses, or that the user who changes the status cannot be the user who last modified the invoice.

Activity Steps

  1. Open the Sales Invoice, Credit Note, Purchase Invoice, Purchase Credit Note, Demurrage Invoice, Freight Invoice, Freight Commission Invoice, Freight Demurrage Invoice, Freight Demurrage Commission Invoice, Service Invoice, or Service Demurrage Invoice.

    Note: You can also change invoice status via the Invoice Explorer or the Invoice Batch Processing. You can check Selected next to multiple invoices that have the same current status and document type to change their status together.

  2. Select the Status History tab.
  3. If a full Comment is not visible, hover the mouse pointer over the field to display the comment as a tooltip.
  4. To change the status:
    1. Right-click and select Set Status To and the required status from the menu.

      Note: If the Editable property of the new status is not checked:

      • The invoice cannot be deleted.
      • Header details cannot be edited.
      • The Lock and Unlock buttons are still enabled.
      • Despatch orders or despatches cannot be searched for or added to the invoice, nor the selection of contract charges related to those despatch orders or service charges for those despatches modified.
      • The Reset Values and Recalculate buttons on the Preview tab are disabled.
      • Free text, contributors, lots, payment conditions, demurrage/despatch, pricing, issued documents and payment details are not editable.

      Note: If the Selectable property of the new status is not checked:

      Note: You cannot change the status of an invoice to a non-editable status if there are no calculated line items, or if there are errors on any line items.

    2. Enter a Comment if required.
    3. Update the Applicable Status Start Date if required.

      Note: Ensure that the selected date does not change the sequence of statuses within the status history. You can only edit the date of the initial status if you have permission to create the invoice. You can only edit the date of a non-initial status if you have permission to transition the invoice to that status.

  5. To delete a status, right-click the status and select Delete from the menu.

    Note: You can only delete a status if it is the current status and if you have permission to transition the invoice to that status.

  6. Click Save.